The QI department needs to better prepare for audits by writing policies and procedures in advance rather than the day of or before audits. Having up-to-date policies that align with contracts will help ensure accuracy, protect the company and clients, and could lead to more funding and accreditation. The document outlines a plan where program directors will provide revised policies and procedures to QI specialists on a quarterly basis to maintain updated policies aligned with contracts.

1. Policies and Procedures

2. How can the QI department be better prepared for audits?
Audits happen every two to four weeks and for every audit,
policies are being written the day before or the day of an
audit. As a quality improvement team, we should ensure all
audits are done in a timely and professional manner, which
requires policies to be written in advance of an audit.
Policies should coincide with contracts for specific programs
to ensure accuracy and protection for the company and its
clients.

3. For more than 50 years, Gulf Coast Jewish Family &
Community Services has been providing essential services to
our community’s most needy and vulnerable populations.
Beginning with one social worker and a secretary in a small
office, Gulf Coast now employs over 370 case managers
agency-wide and boasts a point-in-time case load of more
than 6,000 individuals. We interact with virtually every arena
of social services covering a 32 county area and provide a
wide range of family support and counseling services.
To continue to provide our customers with these services,
Gulf Coast needs to assure their policies and procedures line
up with contracts.

4. • Policies are written the day of an audit, often with
errors and unwanted stress
• Preparing the policies and procedures prior to an
audit, could lead to more funding and accredited
human services
• Program directors will provide QI specialist with
policy edits every quarter
• Meeting with program directors every quarter
provides updated policies and procedures that line
up with contracts

5. • Funding For Programs
• Errors in Policies/Poor Quality

6. Every quarter each program director will have
revised copies of policies & procedures submitted
to their Quality Improvement Specialist , who will
then forward to the Quality Improvement manager
for approval. If there are no updates or revisions
to be made to any policies, directors should send
an email noting, no changes needed at this time.

7. http://gulfcoastjewishfamilyandcommunityservices.org/about-gcjfcs/